Event planning & coordination support for healthcare organizations
Healthcare events carry unique compliance and logistical weight — whether you're coordinating a CME-accredited conference, a grand rounds speaker series, or a community health fair, the details matter and the margin for error is slim. Your clinical and administrative staff already have full plates. A Trusty Oak EA takes ownership of the logistics so the right people show up, the right vendors are confirmed, and nothing falls through the cracks.
How Trusty Oak handles event planning & coordination for healthcare providers
A Trusty Oak EA working in healthcare event coordination typically starts by building out a master event timeline in a shared project management tool like Asana or Trello, then works backward from your event date to assign deadlines for venue contracts, speaker confirmations, catering, AV setup, and attendee communications. For CME or CE events, they'll track accreditation documentation requirements and coordinate with your compliance or education team to make sure submission deadlines are met. Day-to-day, they handle vendor outreach and follow-up, manage RSVPs through platforms like Eventbrite or your EHR-adjacent registration tools, draft attendee communications, and maintain a living checklist that your team can check at any time. Your role is to make final decisions on budget approvals, speaker selection, and any clinical content — the EA handles the operational layer beneath that.
What your EA takes off your plate
Before your first handoff, pull together the basics: your event date, estimated headcount, budget parameters, any accreditation requirements, and a list of vendors or venues you've used before. The most common mistake healthcare organizations make is waiting until two weeks out to delegate — an EA can do significantly more for you if they're brought in six to eight weeks ahead, when vendor negotiations and speaker outreach still have room to breathe.
CME/CE Accreditation Logistics Coordination
Track documentation requirements, submission deadlines, and correspondence with accrediting bodies like ACCME or your state medical association to keep your event on track for credit approval.
Vendor Sourcing and Contract Management
Research and vet venues, AV companies, catering services, and medical equipment rentals, then manage contracts, deposits, and confirmation timelines.
Speaker and Presenter Coordination
Handle outreach, scheduling, travel and accommodation logistics, and collect required disclosures or conflict-of-interest forms from physician speakers and clinical presenters.
Attendee Registration and Communication
Set up and manage registration through Eventbrite or your preferred platform, send confirmation and reminder emails, and maintain an accurate attendee list for credentialing or reporting purposes.
Post-Event Reporting and Follow-Up
Compile attendance data, collect and summarize evaluation surveys, and prepare documentation needed for CME credit reporting or internal quality review.
Tools our team works with
We adapt to your existing stack — no forced migrations.
Typeform 
Airtable 
Google Workspace 
Zoom Events 
Asana 
Eventbrite Trusted by healthcare providers
Trusty Oak supports healthcare providers including Assisting Hands Home Care, Infant Feeding Care — handling everything from event planning & coordination to broader operational support.
What event planning & coordination support costs for healthcare providers
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
~$35/hourSpecialists
~$50/hourFractional Executives
~$95/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a Discovery CallFrequently Asked Questions
Get your healthcare events off your team's plate
Start with a $1,000/month talent budget and a Strategic Delegation Plan built around your actual event calendar. One-time $300 onboarding fee, unused hours roll over, and there's no guesswork about what to hand off first.